Department
Real Estate and Asset Management
Requested Action
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Request approval to award a contract without competition- Department of Real Estate and Asset Management, #26SS1648783C-MH, Countywide Postage Service in the amount not to exceed $2,350,000.00 with the United States Postal Services (Atlanta, GA), to provide postage services for Fulton County agencies. Effective dates: January 1, 2027, through December 31, 2027.
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Requirement for Board Action
In accordance with Purchasing Code Section 102-384, after conducting a good faith review, and after the Purchasing Department has determined that there is only one source available for the required supply, service, or construction item, the request shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item
Open and Responsible Government
Commission Districts Affected
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District 1 |
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Is this a purchasing item?
Yes
Summary & Background This sole source contract will provide Countywide postage services for Fulton County agencies for FY2027.
Scope of Work: This service is required to adhere to federal postage mandates and to provide postage to various Fulton County Agencies for “time sensitive” mail such as tax information, W-2 forms, jury summons, Registration and Elections applications and ballots or any notices mailed from Fulton County, which must arrive at their destinations in a timely manner. Postage stamps cannot be purchased from another source.
In accordance with Purchasing Code Section 102-384(b), this request meets the following category permitted as a basis for allowing the award of a contract without competition:
(7) A governmental agency is the only provider of the service and/or services
Community Impact: Provides the citizens and patrons with time sensitive mail from Fulton County Government agencies.
Department Recommendation: The Department of Real Estate and Asset Management recommend approval.
The requested spending authority of an amount not to exceed $2,350,000.00, is an increase of $50,000.00 (9.8%) over 2026 which is due to the anticipated postage increase by USPS in July 2026. The increase will impact the cost of postage added to meters operated independently by Office of the Tax Commissioner, Office of the Tax Assessor, Registration and Elections Department, and the Juvenile Justice Center, as well as the cost of mailings for Countywide Departments through the provided mail services contract. The requested spending authority of an amount not to exceed $2,350,000.00 is sufficient to cover these anticipated costs for FY2027.
The United States Postal Service is sole governmental provider of delivery postal services.
Project Implications: The stamps cannot be purchased from another source. The United States Postal Service is sole governmental provider of delivery postal services. Fulton County agencies must comply with federal postage mandates when sending “time sensitive” mail. Reference the County’s Policy & Procedures No. 600-54, Fulton County Mail Processing Procedures dated: February 21, 1996.
Community Issues/Concerns: None that the Department is aware of.
Department Issues/Concerns: If this sole source is not approved, this will jeopardize Fulton County’s ability to deliver time sensitive mail to its citizens and patrons and may impact on the timeliness of mailings to voters for the 2027 Elections and the timely mailing of tax notices to Fulton County citizens.
Contract Modification: This is a new request
Contract & Compliance Information
Not Applicable
Exhibits Attached
Exhibit 1: Sole Source Justification Form - 26SS1648783C-MH
Exhibit 2: Request Memo for Sole Source Procurement
Exhibit 3: Award without competition
Contact Information
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Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
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No
Previous Contracts
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Yes
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$2,350,000.00 |
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TOTAL: |
$2,350,000.00 |
Grant Information Summary
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Amount Requested: |
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Cash |
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Match Required: |
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In-Kind |
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Start Date: |
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Approval to Award |
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End Date: |
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Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
700-520-5201-1703: Internal Services Fund, Real Estate and Asset Management, Postage Charges- $2,350,000.00 “Subject to availability of funding adopted for FY2027 by BOC”
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Key Contract Terms |
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Start Date: 1/1/2027 |
End Date: 12/31/2027 |
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Cost Adjustment: Click here to enter text. |
Renewal/Extension Terms: N/A |
Overall Contractor Performance Rating: N/A
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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N/A |
N/A |